STRATEGIC PRIORITY: Government Performance & Financial Management
AGENDA DATE: September 11, 2024
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Donzell Gipson
______________________________________________________________________
SUBJECT
Title
Authorize a five-year service contract for a comprehensive citywide public tree inventory - Davey Resource Group, Inc., most advantageous proposer of two - Not to exceed $6,295,802.00 - Financing: General Fund ($3,771,744.00) and Stormwater Drainage Management Fund ($2,524,058.00) (subject to annual appropriations)
Body
BACKGROUND
This action does not encumber funds; the purpose of a service contract is to establish firm pricing for services, for a specific term, which are ordered on an as needed basis. We anticipate the following City departments will use this agreement:
• Department of Public Works
• Park & Recreation Department
• Water Utilities Department
This service contract will provide for a comprehensive citywide public tree inventory. The City approved the Dallas Urban Forest Master Plan in 2021 which includes a number of recommendations that the City is working on to increase the overall tree canopy. A critical step to managing the existing and future canopy is to complete a comprehensive inventory and assessment of each tree within the City’s management responsibilities, including but not limited to City owned public right of away, floodway management areas, the Dallas Floodway Extension, and Great Trinity Forest. This procurement will build open existing inventories on public property and will expedite the delivery of this inventory.
A five-member committee from the following departments reviewed and evaluated the qualifications:
• Department of Planning and Development (1)
• Department of Public Works (1)
• Park & Recreation Department (1)
• Water Utilities Department (1)
• Office of Procurement Services (1)
*The Office of Procurement Services evaluated cost and local preference.
The committee selected the successful respondent(s) on the basis of demonstrated competence and qualifications under the following criteria:
• Firm capacity and past performance 25 points
• Price 25 points
• Staffing Plan 20 points
• Business Inclusion and Development Plan 15 points
• Responsiveness 10 points
• Local Preference 5 points
As part of the solicitation process and in an effort to increase competition, the Office of Procurement Services used its procurement system to send out email notifications to vendors registered under relevant commodity codes. To further increase competition, the Office of Procurement Services uses historical solicitation information, the Internet, and vendor contact information obtained from user departments to contact additional vendors.
On November 10, 2015, the City Council authorized a living wage policy that requires contractors to pay their employees a “living wage” rate as established annually by the Massachusetts Institute of Technology Living Wage Calculator for Dallas County by Resolution No. 15-2141. The calculated living wage during the solicitation process of this contract is $17.82; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
The Environmental & Sustainability Committee was briefed regarding this item on March 6, 2023.
The City Council was briefed by memorandum regarding this matter on August 30, 2024.
FISCAL INFORMATION
|
Fund |
FY 2024 |
FY 2025 |
Future Years |
|
General Fund |
$35,872.00 |
$950,000.00 |
$2,785,872.00 |
|
Stormwater Drainage Management Fund |
$ 0.00 |
$575,000.00 |
$1,949,058.00 |
|
Total |
$35,872.00 |
$1,525,000.00 |
$4,734,930.00 |
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Policy adopted on September 23, 2020, by Resolution No. 20-1430, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Procurement Category |
M/WBE Goal |
|
$6,295,802.00 |
Other Services |
N/A |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
N/A |
N/A |
N/A |
|
• This item is Other Services and no availability and disparity in the market. |
|
• Davey Resource Group, Inc. - Non-local; Workforce - 0.00% Local |
PROCUREMENT INFORMATION
Method of Evaluation of for Award Type:
|
Request for |
• Utilized for professional, personal, revenue, and planning services |
|
Proposal |
• Recommended offeror is the responsible offeror whose proposal most closely meets established criteria for the services advertised, based on demonstrated competence and qualifications at a fair and reasonable price |
|
|
• Always involves the evaluation by committee |
|
|
• Allows for negotiation on contract terms, including price |
The Office of Procurement Services received the following proposals from solicitation number BKZ23-00020840. We opened them on May 12, 2023. We recommend the City Council award this service contract in its entirety to the most advantageous proposer.
*Denotes successful proposer
Proposers Address Score
*Davey Resource Group, Inc. 295 Water Street 86.00
Kent, OH 44240
Arbor Pro, Inc. 22605 La Palma Avenue 55.50
Yorba Linda, CA 92887
OWNER/EXECUTIVE
Davey Resource Group, Inc.
Karen Wise, Vice President